Workspace Administration

How to Manage Guests

This article explains how Workspace Admins can review and manage guests who access shared views, including checking which views they have reached, disabling access, and removing guests from the workspace. | 🔴 Prerequisites | | -------------------- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Guests tab. - You will see a list of all guests who have accessed shared views in this workspace. Guests tab list 4. Review guest information. For each guest, you can see: - Email address. - Status toggle (active / disabled). - Views accessed (only views the guest has already opened). - 🗑️ Bin icon to remove the guest. 5. Disable or enable guest access. 1. Use the toggle in the Active column to temporarily disable or enable access. 2. Confirm the action. When disabled, the guest cannot open any shared views until re-enabled. Deactivate Guest confirmation 6. Remove a guest. 1. Click the bin icon next to the guest. 2. Confirm the action. The guest is permanently removed and loses access to all shared views. Remove guest confirmation Notes - Guests appear in the Admin Panel only after they open a shared view for the first time. - The Views list reflects accessed views, not all views the guest is allowed to access. - Disabling a guest is reversible; removing a guest is permanent. - Managing guests does not affect workspace members or their permissions. - To configure how guests access views, see the Guest Access articles. Related articles - Workspace Admin Panel – Overview - How to Enable & Adjust Guest Access - How to Review Guest Access & Activity - How to Review Published Views - Permissions & Roles — Reference

How to Manage Invites

This article explains how Workspace Admins can invite users to a workspace, review invitation statuses, cancel pending invites, and understand how invitations expire. | | | --- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Invites tab. - You will see a list of all invitations sent from this workspace Invites tab list 4. Review invitation information. For each invitation, you can see: - Email address of the invited user. - Assigned workspace role. - Invitation status: - Pending – invitation sent but not yet accepted. - Accepted – user joined the workspace. - Rejected – invitation declined by the user. - Expired – invitation was not accepted within 3 days. - Sent date. - Accepted date. 5. Send a new invitation. 1. Click Invite user. 2. Enter the user’s email address and press Enter/Space. 3. Select the workspace role. 4. Optionally type the message to the invite which will appear in the email. 5. Send the invitation. 6. The invitation appears in the list with Pending status. 7. The invitation role can be changed in the Role column while the invitation status is Pending. Invite user modal Notes - Invitations automatically expire after 3 days if not accepted. - Invitations cannot be canceled once sent. - If the invited user already has a DataLexing account, they will receive the invitation as an in-app notification. - External users receive the invitation by email only. - Once accepted, the user becomes a workspace member and appears in the Members tab. - After the invitation is accepted, the role can be changed only in the Members tab. Related articles - Workspace Admin Panel – Overview - How to Manage Members - How to Manage Teams - How to Manage Guests - Permissions & Roles — Reference

How to Manage Members

This article explains how Workspace Admins can manage members within a workspace, including assigning roles, reviewing permissions, and removing users. | | | --- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Members tab. - You will see a list of all users who belong to the workspace. Members tab list 4. Review member information. For each member, you can see: - Name and email. - Workspace Role (Admin, Builder, No Role). - Assigned applications and tables. - Last active timestamp. - Toggle to temporarily suspend the member’s workspace access without removing them. - Bin icon to remove the user from the workspace. 5. Change a Workspace Role. 1. Click the arrow next to the role of a selected member. 2. Choose the new role: - Admin – full workspace management access - Builder – can create and manage applications and views - No Role – access only via application or table permissions Workspace role options 6. Review and change application-level and table-level permissions. 1. Expand the member row by clicking the user's name. 2. Review: - Personal permissions assigned directly to the user in Applications and Tables tabs. - Team-based permissions inherited from assigned teams in Teams tab. 3. Use “Add member to…” in each tab to assign additional permissions. Permissions tab list 7. Remove a member from the workspace. 1. Click the Bin icon next to the member. 2. Confirm the action. The user immediately loses access to the workspace. Remove user confirmation Notes - A workspace must always have at least one Workspace Admin. - Changing your own workspace role is not allowed. - Users with No Role may still access data if they have application-level or table-level permissions. - Team-based permissions are managed separately in the Teams section. - Personal permissions take priority over team permissions. - Removing a user does not delete their created data, records, or history. - Permission changes take effect immediately and do not require saving. Related articles - Workspace Admin Panel – Overview - How to Manage Teams - How to Manage Guests - How to Manage Invites - Permissions & Roles — Reference

How to Manage Teams

This article explains how Workspace Admins can create and manage teams, assign members, and grant team-based permissions at the application and table level. | 🔴 Prerequisites | | -------------------- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Teams tab. - You will see a list of existing teams in the workspace. Teams tab list 4. Review team information. For each team, you can see: - Team name. - Workspace Role (Admin, Builder, No Role). - Number of assigned applications and tables. - Bin icon to remove the team from the workspace. 5. Change a team workspace role. 1. Click the arrow next to the role of a selected team. 2. Choose the new role: - Admin – full workspace management access - Builder – can create and manage applications and views - No Role – access only via application or table permissions 3. Team-based permissions apply automatically to all team members within the assigned applications and tables. Workspace role options 6. Create a new team. 1. Click Add team in the top-right corner. 2. Enter a team name. 3. You can choose the Team role. 4. You can Add members, by searching and selecting them from the workspace members list. 5. Confirm to create the team. 6. The new team appears in the Teams list. Create team modal Team role and members configuration 7. Add and remove members to a team. 1. Open the selected team details view. 2. Open the Members tab. 3. Click Add member to team. 4. Search users from the workspace members list. 5. Select users to add them to the team. 6. To remove current members click the bin icon next to those names. Add member to team 8. Assign and remove application-level permissions to a team. 1. Open the selected team details view. 2. Open the Applications tab. 3. Click Add team to application. 4. Search the application within the workspace. 5. Select to give the team members access to the application. 6. Assign the role for the members within the application in the Role column: - Admin – can fully configure, edit and delete applications. - Builder – can fully configure and edit applications. - Editor – can fully edit data but not configure applications. - Commenter – can only read and comment on data. - Viewer – can only read data. 7. To remove current applications click the bin icon next to those names. Team application permissions 9. Assign and remove table-level permissions to a team. 1. Open the selected team details view. 2. Open the Tables tab. 3. Click Add team to table. 4. Search the table within the workspace. 5. Select to give the team members access to the table. 6. Assign the role for the members within the table in the Role column: - Admin – can fully configure, edit and delete tables. - Builder – can fully configure and edit tables. - Editor – can fully edit data but not configure tables. - Commenter – can only read and comment on data. - Viewer – can only read data. 7. To remove current tables click the bin icon next to those names. Team table permissions 10. Delete a team. 1. Click the Bin icon next to the team. 2. Confirm the action. 3. The team is removed and all team-based permissions are revoked. Delete team confirmation Notes - Workspace Admins cannot be added to teams. - Team permissions can be assigned only at the Application and Table level. - Personal permissions (except “No Role”) always override team-based permissions. - Deleting a team does not remove users from the workspace. - Permission changes apply immediately and do not require saving. Related articles - Workspace Admin Panel – Overview - How to Manage Members - How to Manage Guests - How to Manage Invites - Permissions & Roles — Reference

How to Review Published Views

This article explains how Workspace Admins can review all published views within a workspace, check how they are shared, and quickly access or disable them. | | | --- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Published Views tab. - You will see a list of all views published from this workspace. Published Views tab list 4. Review published view information. For each published view, you can review: - View name. - Application and table name. - Public mode (sharing method): - No authentication – via link. - Password protected – via link and password. - Email protected – (Guest Access). This allows you to quickly understand how each view is shared and who can access it. 5. Open a published view. 1. Click the Go to view next to each record. 2. The view opens in the same tab. Go to view button Notes - Published views can be shared using different authentication methods depending on configuration. - Guest Access (Email) is managed separately in the Guest Access settings. - Published views can be shared using different authentication methods. Related articles - Workspace Admin Panel – Overview - How to Manage Guests - How to Enable & Adjust Guest Access - How to Review Guest Access & Activity - Permissions & Roles — Reference

How to Review the Workspace Audit Log

This article explains how Workspace Admins can review activity logs for a workspace, track changes made by users, and audit key events using the Workspace Audit Log. | | | --- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Audit log tab. - You will see a chronological list of actions performed within the workspace. Audit Log tab list 4. Review audit log entries. For each log entry, you can review: - User – who performed the action. - Workspace – the workspace where the action was performed. - Date – when the action was performed. - Event type – the type of action (e.g. create, update, delete). - Description – detailed information. This allows you to trace changes and understand how the workspace was modified. 5. Filter and sort audit log entries. You can narrow down and organize audit log results using available controls: - Filter by User ID. 1. Click the filter icon. 2. Enter a specific User ID. 3. Apply the filter to display actions performed by that user only. User ID filters options - Sort entries. 1. Click the sort icon, choose a field: - User. - Event type. 2. Then select A–Z or Z–A order. Sorting options - Filter by date range. 1. Click the clock icon. 2. Select a start and end date. 3. Apply the filter to view events from a specific time period. Time range filters options - To remove filters or sorting, reset the selected options. 6. Export the audit log. 1. Click the three dots and select Export to CSV. 2. Choose the Column separator and Encoding type. 3. And press Export to download audit log data. 4. Exported logs can be used for compliance, reporting, or further analysis. Export Audit log configuration Notes - The Workspace Audit Log includes only events related to the current workspace. - Entries are recorded automatically and cannot be edited or deleted. - For cross-workspace auditing, see the Global Audit Log in the Super Admin Panel. Related articles - Workspace Admin Panel – Overview - How to Manage Members - How to Manage Teams - How to Manage Guests - How to Manage Invites - Super Admin Panel – Overview - Permissions & Roles — Reference

Workspace Admin Panel – Overview

The Workspace Admin Panel allows administrators to manage users, teams, guests, invitations, workspace settings, published views, and activity logs. It is the central place for controlling access, security, and structure within a single workspace. What is the Workspace Admin Panel? The Workspace Admin Panel is a management interface available to users with the Workspace Admin role (and to Super Admins, who can access all workspaces). It provides tools for overseeing workspace membership, permissions, guest access, team organization, audit logs, and administrative settings. The panel applies only to the selected workspace, unlike the Super Admin Panel which controls the entire DataLexing instance. Why use the Workspace Admin Panel? - To manage access: add members, assign roles, control permissions at workspace, application, and table level. - To invite users and supervise external guests consuming shared views. - To organize users into teams with shared permission presets. - To track workspace activity in detail through the audit log. - To maintain workspace structure, security, and data governance. - To review and jump to all published views from one place. How does it work? The Workspace Admin Panel contains the following sections: 1. Members Manage people inside the workspace: - Assign Workspace Roles (Admin, Builder, No Role). - View application-level and table-level permissions (personal and team). - Disable or remove members. - Check “Last active” details. 2. Guests View and manage people accessing shared views: - See which views each guest has reached. - Enable/disable access. - Disable or remove guests. 3. Teams Create and manage workspace teams: - Add/remove teams and members. - Assign Application-level or Table-level permissions (team roles). - Use teams to simplify permission management. 4. Invites Manage workspace invitations: - Send new invites. - Set initial role. - Check status: pending, accepted, rejected, expired. 5. Audit Log (Workspace level) Track activity inside the workspace: - Record creation, deletion, and updates. - View configuration changes. - Identify who performed which action and when. 6. Settings (Workspace level) Workspace-level configuration: - Name and icon. - Workspace name localization. - “Leave workspace” option. - “Delete workspace” option. 7. Published Views Overview of all shared views from this workspace: - Authentication method used (Email-protected, Password-protected, No-authentication). - Target application and table. - Quick access to each published view. Notes - An Admin can leave a workspace only if at least one other Workspace Admin remains. - Guests appear in the Guests panel only after they open a shared view for the first time. - Users without a defined workspace role are automatically categorized as No Role. - Permissions can be assigned both individually and via teams. - Invitation links automatically expire after 3 days. - Workspace Admin Panel applies only to the scope of one workspace, not the entire DataLexing instance. Related articles - How to Manage Members - How to Manage Guests - How to Manage Teams - How to Manage Invites - How to Review the Workspace Audit Log - How to Use Workspace Settings - How to Review Published Views - Permissions & Roles — Reference

How to Use Workspace Settings

This article explains how Workspace Admins can review and update workspace-level settings, including workspace details, translations, leaving a workspace, and deleting a workspace. | | | --- | Steps 1. Open the Workspace Admin Panel. 1. Click the workspace icon (or arrow next to its name) in the top section of the sidebar. 2. Click your profile picture (or arrow next to your name) in the bottom section of the sidebar. 2. Click Admin/Admin Panel to open the Admin Panel. Workspace sidebar with Admin button 3. Open the Settings tab. - You will see a few settings options. Settings tab options 4. Update workspace details. You can update basic workspace information: - Workspace name. - Workspace icon. Changes apply immediately. Workspace name and icon fields 5. Manage workspace name translation. 1. Open the Translations section. 2. Add or edit translation for the workspace name. If not needed, Remove translation. Translations section 6. Leave a workspace. 1. Click Leave workspace. 2. Confirm the action. You can leave a workspace only if at least one other Workspace Admin remains. Leave workspace confirmation 7. Delete a workspace. 1. Click Delete workspace. 2. Confirm the deletion. Deleting a workspace permanently removes: - all applications. - all data. - all users and permissions related to that workspace. Delete workspace confirmation Notes - A workspace must always have at least one Workspace Admin. - Leaving a workspace removes your access but does not delete workspace data. - Deleting a workspace is irreversible. - Workspace settings apply only to the selected workspace and do not affect other workspaces. - Changes are saved automatically and do not require manual confirmation. Related articles - Workspace Admin Panel – Overview - How to Manage Members - How to Manage Teams - How to Manage Invites - How to Review the Workspace Audit Log - Permissions & Roles — Reference

Audit Logs

Audit Logs The audit log records every action performed in your DataLexing, providing complete visibility into the activities of you and your collaborators. Only Super Admins have access to the DataLexing audit log, granting them admin access to the entire self-hosted instance. In this article, we'll explore the Audit Log page of the Admin panel and how to access and evaluate audit logs in DataLexing. Overview The audit log page of the admin panel offers a variety of tools that can provide information about: - The email address of the user who executed the action - The related workspace - The action performed - The date and time when the action was executed Events in the Activity Log Super Admins may need to audit which users have accessed or modified specific databases or workspaces. This includes events such as: - Create/Delete/Move/Update row - Create/Delete/Import/Update rows - Create/Delete/Order/Update workspace - Create/Delete/Duplicate/Update field - Create/Delete/Duplicate/Order/Update table - Create/Delete/Restore snapshot - Create/Delete/Duplicate/Order/Update application - Create/Delete/Duplicate/Order/Update view - Create/Delete/Update team - Create/Delete/Update decoration - Create/Update user - Update a view filter/a view sort/view field options - Create a view filter/team subject/a view sort - Delete a view filter/a view sort/team subject - Assign role - Cancel user deletion - Install template - Schedule user deletion - Update view slug URL Filtering Logs The Audit page in the Admin Panel allows Super Admins to filter and sort log data. To view audit logs from the UI, navigate to the Audit Log page of the Admin Panel. Super Admins can refine a search by user, workspace, event type, or dates. Audit Log CSVs Super Admin can download a CSV file that contains the list of audit logs. The CSV file includes the following data columns: - User Email - Workspace Name - Event Type - Description - Timestamp When you export an audit log, the file will show that the request is being processed, a timestamp for the most recent request, and a download link.

Admin Panel

The Admin Panel is a central interface for system administrators to manage the enterprise account in their organization. System administrators can effectively maintain the authentication process and manage user and workspace access using a variety of tools available in the Admin Panel. Only system administrators have access to the Datalexing Admin Panel. This article will help system administrators understand how to use and manage Datalexing in their organization. Overview of the Admin Panel: System administrators have access to a wide range of functions through the Admin Panel. In general, they can: - Set restrictions and authentication settings for the organization - Check the general performance status of Datalexing - Reports showing user activity - Delete or disable users and workspaces Navigating to the Admin Panel: Log in to your Datalexing as a system administrator. Next to your name on the left side of the page, there is an arrow, click on it, then you will see the "Admin Panel" option. This option will take you to the Dashboard page. Admin Panel pages: - Dashboard: This information is useful when you need to dive into the data and discover valuable insights. The Dashboard page displays data about workspaces, applications, users, user activity, and more. System administrators can view everything from the total number of users, workspaces, and associated applications, to more details about new and active users. - Users: The Users page in the Admin Panel allows system administrators to manage and view information about Datalexing users from the organization. - Workspaces: System administrators can manage and view data about workspaces connected to their organization in the Workspaces tab in the Admin Panel. - Authentication: Datalexing Single Sign On (SSO) allows system administrators to control user authentication. - Audit Logs: The audit log keeps track of every action performed in your Datalexing. You can gain complete visibility into what you and your collaborators have been working on. - Settings: System administrators can control two basic aspects of their organization's Datalexing account on the Settings page in the Admin Panel: account restrictions and user deletion. - Health: A series of checks that reflect the state of your Datalexing installation.